Electronic software for signing Tax Returns

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Hello,

My company is looking to start using a software package which enables us to email Tax Returns to clients so they can sign on their mobile/desktop etc. and email back to us. I was wondering whether anyone could give me some advise on good companies they deal with/use/have used in the past as well as any to steer clear of.

I've been looking at Docusign and Signeasy, which look simple enough for both us and clients - can anyone suggest any others or have experiences they could share?

Many thanks in advance.

Replies (21)

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By SteveHa
22nd Feb 2017 12:55

I just have them use email. Works fine for me.

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Replying to SteveHa:
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By Mr_awol
22nd Feb 2017 13:05

I use that process for the odd ones, and get most signed properly.

I'm not sure email works for a large scale system though as theres no version control. It's ok saying they must reply to the exact email you sent attaching the document, but not all of them do.

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Tornado
By Tornado
22nd Feb 2017 13:13

Every Tax Return wherever and however prepared has a unique 32 Digit Reference number (except paper Returns of course). I simply send the Return to a client as a .pdf and then get them to send back an email specifically approving the Return with that unique number. There can be no mistake about what they are approving.

So I can email a Tax Return to a client and then receive approval very quickly in most cases.

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Replying to Tornado:
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By BPCO Emma Williams
22nd Feb 2017 13:13

When we emailed clients their return we would get them to put in their reply the last 6-8 digits of the Digit Reference number so it would all be linked in. Looks like everyone else is doing the same!
Thank-you

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Replying to BPCO Emma Williams:
Tornado
By Tornado
22nd Feb 2017 13:48

In my email to the client, I include the text (wording) that I want them to send back to me which means that for most people they simply copy and paste the approval text (wording). This means that they do not have to type anything unless they really need to. This is particularly popular for those approving via mobile phones.

The last 6-8 digits are still OK. I remember reading somewhere that HMRC had gone well over the top with a 32 Digit number as this produces a possible combination of numbers that exceed all the stars in the universe (or something like that). In practice just 12 or so digits would be enough to ensure that duplicates were not created.

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Replying to Tornado:
RLI
By lionofludesch
22nd Feb 2017 13:14

Tornado wrote:

Every Tax Return wherever and however prepared has a unique 32 Digit Reference number (except paper Returns of course). I simply send the Return to a client as a .pdf and then get them to send back an email specifically approving the Return with that unique number. There can be no mistake about what they are approving.

So I can email a Tax Return to a client and then receive approval very quickly in most cases.

How can you be sure the client sent the email ?

Their account could've been hacked.

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Replying to lionofludesch:
Tornado
By Tornado
22nd Feb 2017 13:30

It is pretty easy to check where their email has come from but yes, like any digital communication, their account could have been hacked.

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Replying to lionofludesch:
By Tim Vane
22nd Feb 2017 13:48

lionofludesch wrote:

How can you be sure the client sent the email ?

Their account could've been hacked.

Hah! I'm loving the thought of some Russian teenager sitting in his bedroom frantically approving tax returns throughout January.

Thanks (1)
Replying to Tim Vane:
Worm
By TheLambtonWorm
22nd Feb 2017 14:15

Can't wait until the next Bond film comes out with that teenager as the villain.

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Replying to Tornado:
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By Mr_awol
22nd Feb 2017 13:29

as I say, the email method works fine on a small time basis, but if I were to adopt electronic authorisation 'properly' (as a policy or widespread option) then like the OP i'd want a proper system.

That way they can actually approve the accompanying comp, too, which is in many ways much more important (I'd say that most of them can understand or be guided through the comp whereas only a minority would really comprehend the Return itself)

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By BPCO Emma Williams
22nd Feb 2017 13:11

We have had a lot of clients ask for tax returns to be emailed, and in the lead up to January we did just email them, but where they don't sign they just reply back saying' yes I agree' we didn't know if getting a package where they can sign using their finger on a mobile etc. would be easier, but also keep us compliant in the fact that they would have had to 'read' it and sign before sending it back.

Thanks (1)
RLI
By lionofludesch
22nd Feb 2017 13:12

I've used it sparingly, mostly close to deadlines.

I found that some clients loved it, some despised it, not much in between the two.

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By mbee1
22nd Feb 2017 13:32

We email all of ours and they send an approval email back quoting the 32 digit IR Mark. Can't understand why or how it only works for small numbers of Returns.

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By free-rider
22nd Feb 2017 13:57

Have been using Adobe eSign for the last year and happy with it.

Most clients sign TRs electronically now.

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Euan's picture
By Euan MacLennan
22nd Feb 2017 14:01

What tax return software do you use?
Does it offer the facility to e-mail tax returns to clients for approval?

We use IRIS. It is a simple as printing a hard copy to upload a tax return to IRIS OpenSpace, which then sends an e-mail to the client asking him to log in and "sign" whatever confirmation you require (either the default or a specific one you have drafted). When the client has approved, OpenSpace sends you an e-mail and you can then log in and print/download the confirmation with the tax return attached to it. No need to quote ridiculously long IR marks.

Some people say that IRIS is expensive, but you do get the facilities. I believe that IRIS OpenSpace is available free even to those who don't use IRIS tax return software

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Replying to Euan MacLennan:
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By BPCO Emma Williams
22nd Feb 2017 14:44

We use CCH to create our returns, I was looking at either Docusign or Easysign as it looks as simple as uploading a PDF which is then emailed to the client and we dictate where they have to sign, plus they cannot send it back without all the signature boxes being filled.
I was thinking of using it for Corporation Tax and our T&Cs for new clients as well to try and reduce the paperwork 'floating' round the office

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By Harrison88
22nd Feb 2017 14:43

Email confirmation of the digital ID should be fine, but for accounts, etc I use Signrequest.

Thanks (1)
Jennifer Adams
By Jennifer Adams
22nd Feb 2017 14:45

I've been using Legal E-sign for a couple of years now and cant imagine life without it.

You upload the tax return as pdf. You click where you want the signature to be shown (ie box 22 on page 8). It is sent immediately to client.

You are emailed when they open the link to view, you are emailed to tell you that they have viewed and you are told when it has been signed.

I could not do without it because I have a number of clients whom I dont see for signing. Its quick, easy and is used by many solicitors to send their contracts etc to clients for signing. Its very secure and encripted. The back up is good as well. You dont have to be linked with any accounting software.

It has saved me a lot in time, money and frustration.
Cost = £10 per month. (note the 's' on the end of 'https'!)
see here: https://legalesign.com/

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By petersaxton
22nd Feb 2017 14:55

Despite what I ask the client to say I'll still get "looking good" with no reference to any email.

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By marks
22nd Feb 2017 22:37

We use Hellosign. Although we use IRIS and moved to IRISOpenspace for a few months last year clients had difficulty knowing what/how to sign so moved back to hellosign.

Expect is similar to docusign, echosign, legal e-sign.

You upload all the documents you want signed and dated and mark where you want signed and dated. Client then gets an email and in easy to follow steps shows them how to sign. They can either do a typed signature or do a signature using their mouse/stylus/finger. We then get an electronic copy back and client also gets sent a final signed copy. You can have single or multiple signees (including us).

We use Hellosign to get everything electronically approved eg engagement letters, accounts, CT returns, VAT returns, personal tax returns, fee proposals, dividend minutes/vouchers etc.

Everything can be approved in seconds.

Costs about £10 per month for one user and unlimited use.

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By chewmac
23rd Feb 2017 07:39

I use Adobe Fill & Sign. It's free. I send document with instructions to sign and return electronically. They have to download the app too. All clients have got used to it.

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